Fiscal Affairs Policies and Procedures: Table of Contents

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TABLE OF CONTENTS

Fiscal Affairs Policies and Procedures

Brief table of contents: (For full table of contents: see below)

	GENERAL INFORMATION
	BUSINESS OFFICE:
	ACCOUNTING AND REPORTING
	ACCOUNTS PAYABLE AND EXPENSE REIMBURSEMENT
	CASHIER'S OPERATIONS
	PAYROLL
	SPONSORED PROJECTS (GRANTS)
	STUDENT ACCOUNTS AND STUDENT LOANS
	CAMPUS SECURITY
	FACILITIES MAINTENANCE
	human resources
	PURCHASING
	RISK MANAGEMENT

Full table of contents:

General Information

            Fiscal Affairs Administrative Offices and Hours
            Organizational Charts
                   ¯    Office of Fiscal Affairs
                   ¯    Business Office
                   ¯    Campus Security
                   ¯    Office of Human Resources
                   ¯    Physical Plant Office
                   ¯    Purchasing Office
            Alcoholic Beverages on Campus
            Contracts and Agreements
            Disability/ADA Committee
            Drug and Alcohol Abuse
            Firearm Policy
            Forms
            HIV/AIDS Guidelines
            IRS Letter for Tax Exempt Status
            Notary Public Service
            Service Department Billing
            Sexual Assault Programs and Procedures
            Staff Identification Card
            Use of Institutional Name or Logo (Trademark Policy Statement)

Business Office

Accounting and Reporting

    Bookstore Sales
    Budget Authorization, Preparation and Changes
       ¯   Budget Authorization
       ¯   Budget Preparation Process and Responsibilities
       ¯   Budget Changes
    Budget Reports
       ¯   General Ledger Detail Trial Balance Report
       ¯   Budget to Actual Report
    Donations
    Expenditure Object Codes
    Fiscal Year Closing
    Petty Cash Funds
       ¯    Department Imprest Fund
       ¯    University Petty Cash Fund
    Records Retention
    Sales Tax
       ¯    Sales/Use Tax
       ¯    Hotel Occupancy Tax

Accounts Payable and Expense Reimbursement

    Accounting Corrections/Journal Entries
    Check Requests
    Checks — Manually Produced
    Encumbrance Accounting Policy
    Monetary Advances
       ¯    Travel Advances
       ¯    Salary Advances
       ¯    Emergency Loans to Employees
       ¯    New Faculty Advances
    Personal Service Payments
       ¯    Requirements
       ¯    Procedure
    Travel Policy
       ¯    General
       ¯    Student Travel
       ¯    Foreign Travel
       ¯    Travel Authorization and Advance Request
       ¯    Amended Travel Authorization and Advance Request
       ¯    Expense Reimbursement Envelope
       ¯    Transportation
                   ^u University autos
                   ^u Private cars
                   ^u Rental cars
                   ^u Taxis, shuttles, and limousines
                   ^u Airline tickets
       ¯    Original Receipts
                   ^u Airline receipts
                   ^u Cash register receipt
                   ^u Checkbook carbon copies of checks
                   ^u Credit card receipts
                   ^u Personal credit card monthly statements
                   ^u Hotel receipt
                   ^u Conference registration
                   ^u Personal checks
                   ^u Restaurant receipts
                   ^u Alcoholic beverages
                   ^u Rental car receipts
                   ^u Foreign currency
                   ^u Other receipts

    Recruiting Policy
    Use of Personal Vehicles for University Business

Cashier’s Operations

    Check Cashing
    Handling and Accounting for Cash Policy
       ¯    Handling and Accounting for Cash by University Personnel
                   ^u Cash receipts control
                   ^u Security
       ¯    Cash Overage/Shortage Procedures
                   ^u For cash register operations
                   ^u For cash box operations
       ¯    Petty Cash Management
                   ^u Definitions
                   ^u Procedures
       ¯    Receipt, Custody and Disbursement of Moneys
                   ^u Receipt and Admission Tickets
                   ^u Deposits with Trinity University Cashier's Operations
     Controls Over Ticket Sales

Payroll

    FAQ for Classified Employees
    FAQ for Contract Employees
    FAQ for Faculty
    FAQ for Students
    Pay Check Distribution and Direct Deposit
    Pay Stub Explanation
    Payment to Non-Resident Aliens
       ¯    Payment to Non-Resident Aliens for Consulting Services
       ¯    Payment to Non-Resident Aliens Employed by Trinity University
    Payroll Calendar

Sponsored Projects (Grants)

    Overhead Expense Policy
       ¯    Grants and Contracts
       ¯    Auxiliary Enterprises
    Sponsored Projects Accounting
       ¯    Sponsored Projects Reference Guide
       ¯    Faculty and Contract Staff Handbook
     Summer Research Compensation Policy

Student Accounts and Student Loans

    Bad Debt Write-Off Policy
       ¯    Student Accounts
       ¯    Student Loans
       ¯    Write-Off of Bad Debts
    Student Billing/Payment Methods
       ¯    General
       ¯    Billing Method
       ¯    Payment Methods
    Student Loans
       ¯    Student Emergency Loan Fund
       ¯    Other Loans

Campus Security

    Emergency Preparedness Policy and Procedures
       ¯    University Policy Statement Concerning Emergency Preparedness
       ¯    Authority
       ¯    Procedures for Weather-Related Emergencies
                   ^u Communication of information
                   ^u Department responsibilities during weather-related emergencies
       ¯    Procedures for Bomb Threats
                   ^u Communication of information
                   ^u Department responsibilities during a bomb threat
       ¯    Procedures for Major Civil Disturbances that Disrupt the Orderly Functioning of the University
                   ^u Communication of information
                   ^u Department responsibilities during a major civil disturbance
       ¯    Procedures for Catastrophic Events
                   ^u Communication of information
                   ^u Department responsibilities during catastrophic events
       ¯    Procedures for Hazardous Conditions such as Chemical Spills
                   ^u Communication of information
                   ^u Department responsibilities during hazardous conditions
    Hazardous Materials Management Program
       ¯    Policy
       ¯    Hazardous Materials Defined
       ¯    Authority and Responsibility
                   ^u Campus Safety
                   ^u Physical Plant Office
                   ^u Division of Sciences, Mathematics and Engineering
                   ^u Division of Humanities and Arts
                   ^u Office of Human Resources
                   ^u Other departments
       ¯    Purchasing Procedures
       ¯    Storage Procedures
       ¯    Procedures for the Use of Chemicals and Hazardous Materials
       ¯    Procedures for the Disposal of Chemicals and Hazardous Materials
       ¯    Records and Licensing Procedures
       ¯    Training Requirement
       ¯    Emergency Procedures
    Medical Emergencies
    Safety Program
       ¯    Policy Statement
       ¯    Safe Working and Educational Areas
                   ^u Purchasing procedures
                   ^u Inspection procedure
                   ^u Hazardous waste storage, removal and disposal
                   ^u Office safety
       ¯    Training
                   ^u New employee orientation
                   ^u Student orientation
                   ^u Faculty/supervisory in-service training awareness
                   ^u Off-campus groups utilizing University facilities
       ¯    Safety Records System
                   ^u Records maintained by department
                   ^u Records maintained by University committees
                   ^u Safety-related licenses and registrations
                   ^u Central injury reports by category
       ¯    Medical Services
                   ^u Medical examination
                   ^u Disability/ADA services
                   ^u Treatment of injury or illness
                   ^u First aid service
                   ^u Periodic health examination for faculty, staff and students
       ¯    Emergency Procedures
       ¯    Safety Awareness Program
       ¯    Regulatory Agencies
    Security Procedures
       ¯    Security Policy Statement
       ¯    Authority
       ¯    Loss Prevention
                   ^u Institutional losses
                   ^u Personal losses
                   ^u Property security
                   ^u Building access control
    Vehicle Parking

Facilities Maintenance

    Capital Improvements
    Key Control and Issue Policy
       ¯    Overview
       ¯    Policy
       ¯    Regulations
       ¯    Procedures
                   ^u Issuance of keys or access cards
                   ^u Returning keys or access cards
                   ^u Lost or stolen keys or access cards
                   ^u Recovered keys or access cards
                   ^u Key replacement fees
    Physical Plant and Housekeeping Charges
    Property Management and Control
       ¯    Definitions
       ¯    Acquisitions
                   ^u Purchases
                   ^u Gifts
                   ^u Equipment of unknown origin
       ¯    Changes in Property
       ¯    Transfer of Equipment
                   ^u Excess, obsolete, worn-out equipment
                   ^u Sale of equipment
                   ^u Non-University use of property
       ¯    Loss of Equipment
       ¯    Grant-Funded Property
       ¯    Federal Surplus Property
       ¯    Annual Inventory
    Service Requests (Work Orders)
    Telephone Charges
       ¯    Long Distance Telephone Charges
       ¯    Telephone Credit Cards
       ¯    Telephone Equipment Requests
       ¯    Additions, Deletions or Changes
    Use of University Vehicles

Human Resources

    Additional Sources of Information
    Compliance with I.N.S. Employment Eligibility Regulations
    Employment Procedures for Classified Personnel
    Employment Procedures for Contract Personnel (Non-faculty)
    Family Medical Leave
    Income Tax on Awards and Prizes

    Moving Policy
    Payroll — Direct Deposit
    Payroll Distribution
    Performance Appraisals and Annual Wage Adjustments
    Vacation and Sick Leave
    Smoking Policy
    Student Employment
    Termination and Clearance Forms
    Tuition Remission

Purchasing

           Central Receiving
               ¯ Purpose
                   ¯ Receiving
                   ¯ Returns and Shortages
                   ¯ Freight Damage
                   ¯ Outgoing Shipments
               Convenience Copy Center
                   ¯ Purpose
               ¯ Responsibility
                   ¯ Copy Cards
                   ¯ Department Print Card
                   ¯ Access Codes
                   ¯ Copier Replacement/Upgrade
                   ¯ Other Services
                           ^{u
Campus Vendors
(Soft Drinks;
Snack Food;
Washer/Dryer)


u
Typewriters}
                           ^{u
Gasoline Credit Card}
                           ^{u
Employee Moving
Allowances}
                Equipment Purchases and Sales
                    ¯ Annual Capital Equipment Process
                            ^{u

Policy

                                     u

Procedures}
^{u

Calendar}¯ Procedures for Expending Start-Up Funds
                P-Card Policies and Procedures
                    ¯ Purpose
                    ¯ Definitions
                    ¯ Receiving the P-Card
                    ¯ Authorized Card Use
                    ¯ Using the P-Card
                    ¯ Using the P-Card for Travel
                    ¯ Non-Department Account Charges
                    ¯ Merchandise Returns and Exchanges
                    ¯ Record Retention
                    ¯ Cardholder Verification of Charges
                    ¯ Cardholder Charge Dispute Resolution
                    ¯ Audit of Cardholder Transactions
                    ¯ P-Card Security
                    ¯ Lost, Stolen or Damage Card
                    ¯ Cardholder Separation form the University
                    ¯ P-Card Cancellation
                Purchasing Policy and Procedure
                    ¯ Mission Statement
                    ¯ Authorized Limits
                    ¯ Approval Procedure
                    ¯ Department Purchase Order Preparation
                University Surplus Property
                    ¯ Policy
                    ¯ Purpose
                    ¯ Scope
                    ¯ Responsibility
                    ¯ General
                    ¯ Procedures
                    ¯ Distribution of Surplus Property

Risk Management

    General Information
       ¯    Mission Statement
       ¯    Purpose
       ¯    Protecting University Assets
    Employee Injuries and Accidents
       ¯    Worker’s Compensation
       ¯    Steps to Follow in the Event of a Work-Related Injury or Illness
       ¯    Maintenance of Records
       ¯    Investigation of Injuries
       ¯    Training
    Liability Exposures
       ¯    Coverage
                   ^u General liability insurance
                   ^u Excess liability insurance
                   ^u Educator’s legal liability insurance
                   ^u Intercollegiate athletic sports injury insurance
       ¯    Contracts
                   ^u Contracting authority
                   ^u Contract review: insurance requirements, "hold harmless" and indemnification language
       ¯    Use of Campus Facilities for Off-Campus Events
    Property and Equipment
       ¯    Coverage
         ¯ Electronic (Microcomputer) Equipment
       ¯    Exhibitions
       ¯    Fine Arts
       ¯    Musical Instruments
    Risk Management Best Practices
       ¯    Alumni Activities
       ¯    Swimming Pools
       ¯    International Travel Guidelines
                   ^u Supervision
                   ^u Transportation
                   ^u Insurance
                   ^u Passports, visas, and identification materials
                   ^u Emergency notification
                   ^u Overnight accommodations
    Special Event Accidental Insurance
       ¯    Coverage
       ¯    Definition of Special Event
       ¯    Planning the Trip
       ¯    Transportation
       ¯    Safety Recommendations
       ¯    Personal Liability and Responsibility
       ¯    Informed Consent and Assumption of Risk Form - Fact Sheet
       ¯    Site Sponsor Contracts
       ¯    Reporting Procedures
    Vehicles
       ¯    Coverage
       ¯    Authorized Driver Policy
                   ^u Overview
                   ^u Policy
                   ^u General requirements
       ¯    Driver’s Obligations for Proper Vehicle Use
       ¯    Guidelines for Entering into Car Rental Contracts
       ¯    Car Rental Safety Tips